Free Shipping Invoice Template & Generator

Whether you handle domestic deliveries or international freight, a clear shipping invoice ensures smooth transactions by documenting product details, costs, taxes, and customs information. Accurate invoices help businesses get paid faster and support compliance with trade regulations. With our free shipping invoice template and generator, you can create professional PDF invoices in minutes. Automated calculations and ready-to-send formatting save you time and reduce errors.

What to Include in an Invoice Template for Shipping Services

Shipping invoices must capture all key details for both business and compliance purposes. They often serve as legal and customs documents in addition to billing records.

  • •Shipper and recipient information – Include business name, address, phone, email, and contact person for both parties.
  • •Invoice details – Add a unique invoice number, issue date, and payment due date for proper recordkeeping.
  • •Shipment details – Provide shipment reference numbers, origin, destination, carrier name, and expected delivery date.
  • •Itemized goods – List product descriptions, quantities, weights, unit prices, and total costs per item.
  • •Freight and handling charges – Show transportation costs, packaging fees, and handling charges separately.
  • •Taxes and duties – Include applicable sales tax, VAT, customs duties, or import/export fees.
  • •Totals – Display subtotal, adjustments, discounts if any, and final amount due.
  • •Payment terms – Outline acceptable payment methods, deadlines, and late fee policies.
  • •Notes or compliance references – Add customs codes, Incoterms, or a thank-you message for clarity and professionalism.

Why are Invoices Important for Shipping Contractors?

Invoices in shipping serve multiple roles: they are financial records, compliance documents, and customer communications. A professional invoice strengthens relationships and keeps shipments legally compliant.

  • •Customs and compliance – Shipping invoices often act as customs declarations for international trade.
  • •Faster payments – Detailed invoices with clear line items reduce disputes and speed up collections.
  • •Proof of shipment – Serves as a record of goods shipped, quantities, and costs for both parties.
  • •Professional credibility – Clear invoices build client trust and reflect well on your logistics business.

How to Use This Shipping Invoice Template

Our shipping invoice generator makes it simple to prepare accurate and professional invoices. Follow these steps to create client-ready invoices in minutes.

  1. 1Enter shipper and recipient details – Add your business information and the customer's contact details for clarity.
  2. 2List goods and shipment details – Include descriptions, quantities, weights, and shipping references.
  3. 3Apply charges and duties – Add freight fees, taxes, customs duties, and any handling costs.
  4. 4Download invoice in PDF format – Generate a polished PDF invoice ready to email or print for your client or customs use.

Why Use a Shipping Invoice Template

Manually preparing shipping invoices can be time-consuming, especially for international shipments. A template and generator simplify the process and ensure compliance.

  • •With our shipping invoice template and generator, you can:
  • •Automate calculations for freight, duties, and taxes
  • •Save time compared to manual invoice creation
  • •Provide professional, compliant invoices
  • •Maintain records for customs, audits, and accounting

Industry-Specific Tips for Shipping Invoicing

Shipping invoices often need to meet both financial and regulatory requirements. Well-structured invoices help avoid customs delays and billing issues.

  • •Use HS codes for products – Include harmonized codes to simplify customs clearance.
  • •Separate freight from product value – Show shipping and handling fees apart from goods for transparency.
  • •Add Incoterms – State whether costs are prepaid, collect, or shared, depending on trade agreements.
  • •Maintain digital records – Store invoices electronically for tax, customs, and client reference.

Frequently Asked Questions

It should include shipper and recipient details, invoice number, shipment details, itemized goods, freight charges, taxes, duties, totals, and payment terms.

A shipping invoice is usually issued once goods are dispatched or delivered, and must be included for customs in international shipments.

A shipping invoice shows costs and payment terms, while a packing list only details the contents of the shipment.

An invoice is a financial document requesting payment, while a bill of lading is a legal document that acknowledges receipt of goods for shipment.

Use a clear PDF format with headers, contact details, product descriptions, freight charges, taxes, totals, and compliance notes.

A template allows manual entry, but a generator speeds up the process, automates totals, and ensures compliance for customs.

You enter goods, charges, and shipment details. The system calculates totals and produces a professional PDF invoice instantly.

Most invoices can be created in under five minutes, saving valuable time for logistics providers.

Looking for other invoice templates?

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Transportation Invoice Template

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